GVSU Event Planning Guide

Welcome to the GVSU Event Planning Guide.  Our goal is to assist you in planning and hosting a successful event.

Start Here:

  1. Visit the Event Services website for the latest event information
  2. Determine other services needed to host the event:
    1. Facilities Services – Tables, Chairs, PPE, Cleaning Supplies etc…
      1. Work Order Link: https://www.gvsu.edu/facilitiesservices/
    2. Food/Beverage Service          
      1. Contact GVSU Catering at [email protected]
    3. Parking Services
      1. Contact Parking Services:  https://www.gvsu.edu/parking/
    4. Public Safety
      1. Grand Rapids:  Contact Captain Kourosh Khatir at [email protected]
      2. Allendale:  Contact Captain Jeff Stoll at [email protected]
  3. Select Event Location and Reserve your space:

Youth Programs and Camps- COVID considerations

It is important that GVSU conducts itself much like other organizations as it pertains to youth programs and camps, following state COVID orders, LARA guidance  and CDC guidance.  Please review these three weblinks as you are planning youth programs and camps.  Additionally, it is critical youth program/camp directors understand MIOSHA rules.  See LARA overview for camp operations guidance. 

All camp directors will be responsible for developing communications for campers with all of the information listed below as appropriate for your camp.  

The CDC provides additional information on how to protect yourself and others.

GVSU Required Documentation:

Other Considerations:

  • Completion of COVID screening tool (Depending on COVID Alert Level)
  • Any special considerations for overnight camps such as vaccination card, 90-day COVID positive letter, or negative test administered within 48-hours of first day of camp.

Expected COVID mitigation steps taken by Youth Program/Camp Director:

  • Daily review of symptoms and personal hygiene reminders with all campers
  • Risk-mitigation protocols document provided to all campers before the first day
    • Campers placed in cohorts/teams (staff should keep record to provide contract tracing staff if needed)
    • Physical distancing protocols (meals/housing/drop off/pick up)
    • Check In/Check Out procedures
    • Face Coverings, if required (Based on COVID Alert Level)  
    • Self Assessment/Symptom monitoring protocols
    • Symptomatic camper protocols
      • Isolation space identified for every camp.
      • Meals coordinated for isolated individual with Campus Dining if needed
      • Day camps: Isolation space at venue to separate symptomatic individual from rest of campers as they await parent/guardian pick up
      • Supervision of isolated individual until picked up per Minors on Campus policy
      • Upon pick up, parent/guardian will be given document that outlines what they should do. This document should contain the following-
        • Please seek medical advice from your doctor regarding the symptoms of your child.
        • If your child tests positive for COVID, please contact the local Health Department and the Camp Director (your information here).

Other considerations:

  • Small groups (cohorting) and socially distanced is best.  For example, groups of 6 campers, seated 6 feet apart, no intermingling (indoor or outdoor)
  • Staggered meal times as necessary based on campus dining capacity limits
  • Each camp director will ensure work order is completed for space cleaning as appropriate for camp and also for isolation space if needed for residential camp.
  • All shared equipment must be sanitized daily
  • Spectators allowed according to venue limitations and COVID Alert level




Guidelines for Camp Operations During COVID-19 (michigan.gov)

Page last modified March 13, 2024